Administrative Assistant - Student Services

(DO NOT APPLY THROUGH SCHOOL SPRING) - Apply via directions below: Submit a resume, cover letter via email to View email address on click.appcast.io or via mail to the Human Resource Office at Blackstone Valley Vocational Regional School District, 65 Pleasant Street, Upton, MA 01568-1499 by the end of the posting period. Administrative Assistant - Student Services is a qualified, competent and experienced full year appointee of the school district who reports to the Director of Student Services. The appointee fulfills responsibilities and duties in a fast-paced environment throughout the calendar year supporting the Director of Student Services, School Counseling Office, School Nurses and School Based Health Center at BVT. Responsibilities and Duties: 1.Responsible for the maintenance of student databases to accommodate the needs of personnel and the requirements of the Massachusetts Department of Secondary and Elementary Education: • Student Information Systems - Update Enrollment Information/Counselor & Shop Assignments/504 status throughout the school year • Accounting software- encumber funds, create purchase requests, track budget, monitor invoices • Monitor transcript requests, Education verifications, back ground checks and data reports 2.Prepare, maintain and manipulate data to prepare charts, graphs and reports from various software applications as needed for department. 3.Maintain/coordinate related services for students on 504 plans, share student schedules and update needs with providers throughout the school year. Maintain an excel document with all related services in guidance folder 4.Assist the department with events/tasks such as: • Monitor timelines and generate meeting invitations for 504 plans in Esped and mail out to parents • Complete Team meeting packets for upcoming 504 meetings • Email, collect and follow up on teacher assessments for 504 meetings, translation of documents as needed • Coordinate coverage for 504 meetings • Manage information related to DCAP • Assist with mailings related to School Counseling • Coordinate tutoring and transportation needs for BVT students • Transcript/College document distribution for current students and alumni • Complete Education verifications, government background checks for alumni • Complete student withdrawals and collect data on withdrawals • Assist with College Fair • Arrange interpreter services for student/parent as needed for Counseling events/meetings • Assist in the confirmation of SIMS Data • Assist with Senior Exit Survey • Post ACT scores in Student Database • Coordinate College Decision Days • Maintain School Counseling monthly tasks in School Counselor task lists • Maintain hard copy of transcripts at the end of each school year and file. • Coordinate yearly shredding for the department • Update Crisis Binder yearly • Enter school counseling/school events in counselor calendars • Coordinate failure letters grade 9-12 Spring • Research summer school options, mail out summer school letters, monitor progress and post grades end of summer • Coordinate admission 504 transition meetings, collect plans from sending districts • Summer mailing sophomore counselor changes by shop 5.Assist in maintaining and safeguarding student 504 files to ensure their privacy and security as required by law. 6.Receive messages and mail and route appropriately and accurately in a timely fashion. 7.Use of various office equipment; copy machine, fax/scanners, computer and student databases. 8.Assist in creating and keeping records of all purchase orders utilizing district systems. 9.Assist in the daily priorities of the School Counseling Office. 10.Complete other assignments as requested. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 1.Demonstrate successful experience in an administrative secretarial capacity or comparable experience where significant independence was exercised in the performance of assignment. 2.Knowledgeable and experienced in the use of Microsoft Office (Word, Excel, and PowerPoint). Must be willing to learn new software programs as needed. 3.Ability to navigate PowerSchool/Excel to produce mail merge documents and various reports. 4.Possess strong organizational skills and have a thorough knowledge of, and familiarity with office procedures and policies. 5.Maintain and enter data quickly and accurately with attention to detail in a fast paced office environment. 6.Successful experience in office procedures-record keeping, scheduling, filing, communication (written and spoken), proofreading, conflict resolution, and typing. 7.Maintain professionalism and have the ability to work in a fast paced office much of the time during school hours to perform a variety of office functions and handle multiple projects/daily tasks. 8.Comfortable meeting and working with educational professionals, counselors, agency representatives, parents and students on a daily basis. 9.Possess physical and emotional capacity to fulfill responsibilities and duties expected. This position involves sitting at a desk for several hours a day, sustained hand/wrist movement as in writing or using a computer keyboard/mouse. Other activities may include moderate to frequent physical exertion in body movements such as reaching, bending and twisting. Compensation and Terms of Employment: 1.Compensation based on qualifications and experience. Annualized salary range of $62,000 - $65,000, paid biweekly. FLSA designation: Non-Exempt. 2.Full year assignment - 52 weeks, 37.5 hours per week. Regular schedule Monday through Friday, 7.5 hours per day with a half-hour duty free lunch period. Targeted workday of 7:30 a.m. to 3:30 p.m. Extended hours may be necessary at times to meet deadlines. 3.The school district will provide necessary facilities, equipment, materials and supplies as needed to accomplish assignment. 4.All benefits and entitlements available to Full Year Support Personnel will be provided. Those include: 4.1Paid vacation, sick days, personal days, and holidays. 4.2Medical/ Dental/Vision/Life insurance, Flexible Spending Account, Long Term Disability, Identity Protection Plan, pension provisions, and professional improvement.